Case Studies

Document Summary Management System

County Clerk offices are inundated with property documents for recording during the real estate boom. In the year 2002, Monmouth County and other partner counties in the State of New Jersey was looking at streamlining and speeding up recording process to manage the ongoing costs efficiently.

The Opportunity

With the real estate boom in the early 2000s the county clerk offices were inundated with the documentation of land records. They had a 3-month backlog of records and the staff couldn't cope with the volumes in spite of working double shifts. The entire process of documenting and retrieving these records needed to be streamlined and managed more efficiently.

The Sunrise Business Solution

Sunrise Systems is a leading provider of technology, services and complete IT solutions for state and local government.

We recognized the opportunity to create an online solution that could be a vast electronic exchange of sorts. We developed eFiling Portal, or Document Summary Management System, a comprehensive system to manage all county land records. As a web-enabled system, it could facilitate secure electronic recording with multiple counties as well as support a wide range of submissions from individuals, banks, and even law and mortgage firms. All the earlier manual processes were handled electronically. The system made it possible to manage millions of documents and retrieve the right one. It supports more than 100 document types, providing a seamless integration with the County's back office and Land Record systems. The eFiling Portal also helps government entities to comply with transparency and OPRA requirements.

The Document Summary Management System was used as a pilot in Monmouth county in 2002, but since then is in use in 13 counties in the state of New Jersey.